Utilising Robotic Automation (RPA) for Staff Competencies Tracking
Care Process & Redesign
Technology
National Healthcare Group Quality Improvement
National Healthcare Group
9 October 2025
To automate the staff competency tracking process using Robotic Process Automation (RPA) to improve efficiency, reduce. The RPA system improved the efficiency of competency tracking and reporting, leading to enhanced patient care and staff satisfaction.
Year Submitted: 2025
Published Date: 09 October 2025
Tags: Automation, Robotics Process Automation, Workflow Redesign, Productivity, Cost Saving, Quality Improvement, Time Saving, Technology, Care Process ＆ Redesign
About this Content
Aims
To automate the staff competency tracking process using Robotic Process Automation (RPA) to improve efficiency, reduce administrative burden, and enhance patient care.
Background
Supervisors manually tracked staff competencies, which was time-consuming and prone to errors. The absence of a systematic reminder mechanism often resulted in overdue competencies.
Methods
The project involved implementing RPA to automate notifications for expiring and expired competencies. The nursing team collaborated with the Information Technology Office to develop this system, which included creating a centralised database and using Microsoft List Forms and Power Automate for automation.
Results
The implementation led to a significant reduction in time spent on competency tracking and a decrease in the number of expired competencies. It improved workflow efficiency and allowed supervisors to focus more on patient care.
Conclusion
The RPA system improved the efficiency of competency tracking and reporting, leading to enhanced patient care and staff satisfaction.
Lessons Learnt
A phased rollout would have been more effective than a hospital-wide implementation. Investing more time in the proof-of-concept phase to address concerns early on was also identified as important.
Keywords
Robotic Automation, Competency Tracking, Efficiency
Innovators' Details
Innovators' Details
Healthcare Cluster(s) | National Healthcare Group |
Organization(s) Involved | Institute of Mental Health |
Platform(s) | National Healthcare Group Quality Improvement |
Healthcare Professional Group(s) | Nursing |
Applicable Specialty or Discipline | Nursing |
Project Lead(s) | Li Haiyan |
Project Member(s) | Yuan Peng |
Connect with this contributor!
Ms. Li Haiyan - Hai_Yan_LI@imh.com.sg
Project Attachment
831_IMH_NHIP 2025_Utilising Robotic Process Automation (RPA) for Staff Competency Tracking.pdf